Before Making An Appointment

You may like to read the PDF ‘Common Childhood Conditions‘ with help sheets on different conditions that you may need advice on, before you ring for a Doctor’s appointment or take your child to A&E at the Children’s Hospital.Calls to and from the surgery are recorded and processed in accordance with the
General Data Protection Regulation 2016 and the Data Protection Act 2018, calls are
recorded for monitoring, training and dispute resolution purposes.The purpose of call recording is to provide an exact record of the call which will:
• Protect the interests of both parties;
• Help improve Practice performance and best practice;
• Help protect Practice staff from abusive or nuisance calls;
• Establish the facts in the event of a complaint either by a patient or a member of
staff and so assist in resolving it;
• Establish the facts and assist in the resolution of any medico-legal claims made
against the practice or it clinicians;
• A call recording may also be used as evidence in the event that an employee’s telephone conduct is deemed unacceptable. In this situation the recording will be made
available to the employee’s manager, to be investigated as per the Practice Disciplinary Policy
For further information please contact the surgery


Carers are individuals, respective of age, who provide or supervise a substantial amount of care on a regular basis of a child, relative, partner or neighbour who is unable to manage on their own due to illness, disability, frailty, mental distress or impairment.  If you are a Carer please inform the Receptionist or one of the clinicians at your first consultation.You can find more help and information at – and

Privacy at the Surgery

Should you wish to speak, in confidence, to any member of the practice or attached staff, a room is always available for this purpose.

Privacy Notice

*** Read the latest COVID19 Privacy Notice v1.3 ***

Manchester Road surgery are here to provide patient-centred healthcare – as providers of healthcare to you we hold records about your health. The Practice is the Data Controller of the information it holds about you and is responsible for keeping that secure and confidential. Should you have any concerns about how your information is managed at the GP Practice, please contact the Data Protection Officer at: Manchester Road Surgery, 484 Manchester Road, Sheffield, S10 5PN     Telephone: 0114

How we use your personal information

This Privacy notice explains why the GP practice collects information about you and how that information may be used.The health care professionals who provide you with care maintain records about your health and any treatment or care you have received previously (e.g. NHS Trust, GP Surgery, Walk-in clinic, etc.). These records help to provide you with the best possible healthcare.

NHS health records may be electronic, on paper or a mixture of both, and we use a combination of working practices and technology to ensure that your information is kept confidential and secure. Records which this GP Practice holds about you may include the following information;

  • Details about you, such as your address, if you have a carer or legal representative, emergency contact details.
    • Any contact the surgery has had with you, such as appointments, clinic visits, emergency appointments, etc.
    • Notes and reports about your health
    • Details about your treatment and care
    • Results of investigations such as laboratory tests, x-rays etc.
    • Relevant information from other health professionals, relatives or those who care for you

To ensure you receive the best possible care, your records are used to facilitate the care you receive. Information held about you may be used to help protect the health of the public and to help us manage the NHS. Information may be used within the GP practice for clinical audit to monitor the quality of the service provided.
Some of this information will be held centrally and used for statistical purposes. Where we do this, we take strict measures to ensure that individual patients cannot be identified.
Sometimes your information may be requested to be used for research purposes in a fully anonymised format. However where identifiable information is required the surgery will always gain your consent before releasing the information for this purpose.

Ways we may communicate with you

We may need to contact you for a variety of reasons including to:

  • Offer you a new appointment or alter an existing one
  • Send you a reminder of an existing appointment
  • Arrange for transport to be provided
  • Ask your opinion of our services
  • Tell you about other health and social care services (such as Flu Jabs)

Our standard way to contact you is by letter or telephone.  We may also use, emails or SMS text messaging. If you do not wish to be contacted by any of these other methods please inform us.

General Data Protection Regulation Legal Basis for processing your information in this way

Where it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority and it is for the purpose of medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems.

Objections / Complaints

Should you have any concerns about how your information is managed at the GP Practice, please contact the Data Protection Officer at the address detailed above.You have a right to ask the following:

  • Access to or obtain a copy of the information held about you (see Access to Personal Information below for how to request this)
  • For your information to be corrected if it is factually incorrect
  • Object to your information being processed in certain circumstances

If you are still unhappy following a review by the Practice you can then you can complain to the Information Commissioners Office (ICO).,, or telephone: 0303 123 1113 (local rate) or 01625 545 745

How the NHS and care services use your information

Manchester Road surgery  is one of many organisations working in the health and care system to improve care for patients and the public.

Whenever you use a health or care service, such as attending Accident & Emergency or using Community Care services, important information about you is collected in a patient record for that service. Collecting this information helps to ensure you get the best possible care and treatment.

The information collected about you when you use these services can also be used and provided to other organisations for purposes beyond your individual care, for instance to help with:

  • improving the quality and standards of care provided
  • research into the development of new treatments
  • preventing illness and diseases
  • monitoring safety
  • planning services

This may only take place when there is a clear legal basis to use this information. All these uses help to provide better health and care for you, your family and future generations. Confidential patient information about your health and care is only used like this where allowed by law.

Most of the time, anonymised data is used for research and planning so that you cannot be identified in which case your confidential patient information isn’t needed.

You have a choice about whether you want your confidential patient information to be used in this way. If you are happy with this use of information you do not need to do anything. If you do choose to opt-out your confidential patient information will still be used to support your individual care.

To find out more or to register your choice to opt out, please visit  On this web page you will:

  • See what is meant by confidential patient information
  • Find examples of when confidential patient information is used for individual care and examples of when it is used for purposes beyond individual care
  • Find out more about the benefits of sharing data
  • Understand more about who uses the data
  • Find out how your data is protected
  • Be able to access the system to view, set or change your opt-out setting
  • Find the contact telephone number if you want to know any more or to set/change your opt-out by phone
  • See the situations where the opt-out will not apply

You can also find out more about how patient information is used at: (which covers health and care research); and (which covers how and why patient information is used, the safeguards and how decisions are made)

You can change your mind about your choice at any time.

Data being used or shared for purposes beyond individual care does not include your data being shared with insurance companies or used for marketing purposes and data would only be used in this way with your specific agreement.

Health and care organisations have until 2020 to put systems and processes in place so they can apply your national data opt-out choice. Our organisation ‘is / is not currently’ able to apply your national data opt-out choice to any confidential patient information we may use or share with other organisations for purposes beyond your individual care.

Improving Care Pathways

The Practice will at times employ staff from the local NHS Commissioning Group to undertake reviews of referrals and pathways of care for patients registered at the practice and compare these to referrals and pathways at other practices for the same diagnoses. These are then reviewed with an appropriately qualified clinician to ensure patients are able to access the most appropriate care for them, in the right place (possibly closer to home) and by the right person, first time.

General Data Protection Regulation Legal Basis for processing your information in this way

Where it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority and it is for the purpose of medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems.

Individuals Rights in respect of processing the above information



Object to the processing for this purpose

If you are happy for your data to be extracted and used for the purposes described in this privacy notice then you do not need to do anything.  If you have any concerns about how your data is shared then please contact the practice.

The programme – collecting information for the health of the nation

How do we maintain the confidentiality of your records?

We are committed to protecting your privacy and will only use information collected lawfully in accordance with:

  • Data Protection Legislation
    • Human Rights Act 1998
    • Common Law Duty of Confidentiality
    • Health and Social Care Act 2012
    • NHS Codes of Confidentiality, Information Security and Records Management
    • Information: To Share or Not to Share Review

Every member of staff who works for an NHS organisation has a legal obligation to keep information about you confidential.

We will only ever use or pass on information about you if others involved in your care have a genuine need for it. We will not disclose your information to any third party without your permission unless there are exceptional circumstances (i.e. life or death situations), where the law requires information to be passed on and / or in accordance with the new information sharing principle following Dame Fiona Caldicott’s information sharing review (Information to share or not to share) where “The duty to share information can be as important as the duty to protect patient confidentiality.” This means that health and social care professionals should have the confidence to share information in the best interests of their patients within the framework set out by the Caldicott principles. They should be supported by the policies of their employers, regulators and professional bodies.

Retention of Records

All NHS records are held in line with the Records Management Code of Practice for Health and Social Care 2016

Who are our partner organisations?

We may also have to share your information, subject to strict agreements on how it will be used, with the following organisations;

  • NHS Trusts / Foundation Trusts
    • GP’s/Your pharmacy
    • NHS Commissioning Support Unit
  • Independent Contractors such as dentists, opticians, pharmacists
    • Private Sector Providers
    • Voluntary Sector Providers
  • Ambulance Trusts
    • Clinical Commissioning Groups
    • Social Care Services
    • Health and Social Care Information Centre (HSCIC)
    • Local Authorities
    • Education Services
    • Fire and Rescue Services
    • Police & Judicial Services
    • Voluntary Sector Providers
    • Private Sector Providers
    • Other ‘data processors’ which you will be informed of

You will be informed who your data will be shared with and in some cases asked for explicit consent for this to happen when this is required.

We may also use external companies to process personal information, such as for archiving purposes. These companies are bound by contractual agreements to ensure information is kept confidential and secure.

Access to personal information

You have a right under the Data Protection Legislation to request access to view or to obtain copies of what information the surgery holds about you and to have it amended where it is factually inaccurate. In order to request this, you need to do the following:

  • Your request must be made directly to the GP Practice– for information from the hospital you should contact them directly.
    • We are required to respond to you within 1 calendar month, although this may be extended if the request is complex, but you should be informed of any delays.
    • You will need to give adequate information (for example full name, address, date of birth, NHS number and details of your request) in order that your records can be located efficiently.

NB/ You may be asked for proof of identity so we know we are releasing your information to the correct person

Change of Details

It is important that you tell the person treating you if any of your details such as your name or address have changed or if any of your details are incorrect, such as date of birth in order for this to be amended. You have a responsibility to inform us of any changes so our records are accurate and up to date for you.This information is publicly available on the Information Commissioners Office website

What to do if you have any questions

Should you have any questions about our privacy policy or the information we hold about you, you can:

  • Contact the practice’s data controller via email at . GP practices are data controllers for the data they hold about their patients
  • The Data Protection Officer (DPO) for West5Care Practices is Caroline Million – C M Associates 44 Cliffe Road Shepley Huddersfield HD8 8DF

    This information is publicly available on the Information Commissioners Office website

    The practice is registered with the Information Commissioners Office (ICO).

    This Privacy Notice is valid from March 2019

Test Results

During surgery hours our staff will try to answer your calls as quickly and as efficiently as possible.  It would be helpful if you are ringing for a test result to call after 11.00 a.m. as the telephone lines need to be kept as free as possible first thing in the morning for patients needing to make urgent appointments. Please note that information about any individual patient will not be released to anyone other than the patient him/herself, or his/her parent or guardian if  over 16 years of age, without a signed consent from the patient.


When you visit the surgery and are then referred to another service the following information will normally be included in the letter your doctor sends to the hospital or other service provider:

  • Your name, gender, date of birth, home address and NHS Number, where known. If applicable, the name and contact details of your representative.
  • Relevant information about the care and treatment provided to date.
  • Relevant medical history, allergies, prescribed drugs and patient preferences.
  • Infections that need to be managed (if relevant).
  • The reason for the referral and what is required.
  • The name of the person who has made the referral.

For more information about consent to treatment please follow the link below.

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